How to Customize Notification Templates for AC 10.0 Workflow
Applies to:SAP BusinessObjects Access Control 10.0,
SummaryThis how-to-guide explains how to set up the SAPconnect
communication interface in your application server in order to send
out email notifications triggered by workflow events in Access
Control 10.0. This guide provides a comprehensive overview of
workflow events that can trigger email notifications and
notification variables used to populate the message bodies with
information that is specific to each request. The guide also
explains how the pre-delivered message bodies can be replaced by
custom messages as well as how email reminders are set up. Author:
Created on: Version: Frank Rambo, SAP Customer Solution Adoption
March 31, 2011 1.0
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Document HistoryVersion1.0
DateMarch, 2011
DescriptionFinal version
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Table of Contents1. 2. 3. Business
Scenario...............................................................................................................
1 Prerequisites
........................................................................................................................
1 Step-by-Step Procedure
......................................................................................................
2 3.1 3.2 3.3 3.4 Setting up SAPconnect
.................................................................................................
2 Available Notification Templates
..................................................................................
5 Available Notification Variables
..................................................................................
10 How to Customize Email Notifications
........................................................................
13 3.4.1 3.4.2 3.5 3.6 4. Create Custom Document Objects
................................................................ 13
Associate Custom Document Object with Message Class
............................ 14
Select Notification Templates and Recipients
............................................................ 15
Setting up Email Reminders
.......................................................................................
17
Comments and Feedback
....................................................... Error!
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How to Customize Notification Templates for AC 10.0 Workflow
1.
Business ScenarioAccess request approval workflow for users and
Human Resource Org objects Control Assignment Approval Workflow
Mitigation Control Maintenance Workflow Fire Fighter Log Report
Review Workflow Function Approval Workflow Risk Approval Workflow
Role Approval Workflow SOD Risk Review Workflow User Access Review
Workflow
SAP BusinessObjects Access Control (AC)10.0 comes with a number
of workflow processes for the following purposes:
Workflow can be customized to send out email notifications to
customizable recipients upon occurrence of workflow events such as
request submission, approval, rejection, and escalation. AC comes
with individual notification templates for each workflow event that
can trigger an email notification. You can use either the
pre-delivered message bodies, or replace them with customized text
messages including notification variables that refer to request
attributes, user IDs, and other content. NOTE In the 10.0 release,
you cannot include graphical elements for corporate branding in the
provided notification templates. Customization is limited to
textual messages and hyperlinks. Before the system can send out any
email notifications it is necessary to set up the SAPconnect
communication interface to the SMTP server and schedule some
recurring batch jobs.
2.
Prerequisites1. Installed core application software component
GRFND_A V1000 on an SAP NetWeaver Application Server ABAP 7.0 EHP 2
SP06+. 2. Installed SAP business backend systems with the GRC 10.0
plug-ins GRCPINW and GRCPIERP in the same support package level as
the core application. 3. Performed all required post-installation
steps. 4. Configured the MSMP workflow processes you want to set up
or test the email notifications to the processes.
In order to test custom notification templates for AC 10.0
workflows you must verify that you meet the following
prerequisites:
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3.
Step-by-Step Procedure
This section contains step-by-step instructions and overview
information required to enable your system to send out customized
email notifications for all AC workflow events that come with this
capability: 1. Setting up SAPconnect 2. Available Notification
Templates 3. Available Notification Variables 4. How to Customize
Email Notifications 5. Select Notification Templates and Recipients
6. Setting up Email Reminders
3.1
Setting up SAPconnect
You must set up the SAPconnect communication interface before
the system can send out the email notifications that are triggered
by workflow events. You can perform the setup in the Customizing
activity Governance, Risk, and Compliance General Settings Workflow
Workflow Email Notifications. To set up SAPconnect: 1. Select INT
-> SMTP. If no SMTP node exists, you need to create one by
positioning the cursor on the INT node and clicking the Create
icon
2. Double-click SMTP. The SAPconnect General Node data screen
appears.
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3. Select the Node in Use checkbox and enter the Mail Host and
Mail Port.
4. In the Supported Address Types pane, select the Internet
checkbox, and then choose Set. The SAPconnect Address type for node
screen appears.
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5. In the Address Area field, enter an asterisk (*), and then
confirm all entries in the dialog boxes.
6. Click the Job icon to ensure that the send job is scheduled
for address type INT. Alternatively, you can schedule a job
clicking the INT. icon and selecting Schedule Job for
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7. In the menu bar select Settings -> Confirmation of
Receipt. We recommended that you only send a receipt confirmation
at the time of testing the e-mail message function. Following
successful testing of the email system, deactivate this option in
your system.
3.2
Available Notification Templates
Every workflow event in the Access Control 10.0 workflow process
can trigger an email notification that corresponds to exactly one
pre-defined message class. Each message class is corresponds to one
document object containing a pre-delivered message body for the
respective workflow event. The link between message class and
pre-delivered document object can be viewed, but not altered in the
table view GRFNVNOTIFYMSG. You can create custom document objects
with message bodies that are better suited to your requirements and
replace the pre-delivered document objects in IMG Customizing. Most
processes come with four different events that can be configured to
send an email notification.
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The workflow events are: 1. New Work Item: send to the inbox of
the responsible approver(s). 2. Approval: approval of request or
line item. 3. Rejection: rejection of request or line item. 4.
Escalation: escalation of request. The table below lists each
process ID or event and the corresponding message class for each
one of the workflow events.Process ID\ Event
SAP_GRAC_ACCESS_REQUEST & SAP_GRAC_ACCESS_REQUEST_HR
SAP_GRAC_CONTROL_ASGN New Work Item 0MSMP_AR_ NEWWORKITM
0MSMP_CNTLASGN_ NEWWI SAP_GRAC_CONTROL_MAINT 0MSMP_MITCNTRL_ NEWWI
SAP_GRAC_FIREFIGHT_LOG_REPORT 0MSMP_LOGRPT_ NEWWI
SAP_GRAC_FUNC_APPR 0MSMP_FUNCAPPR_ NEWWI SAP_GRAC_RISK_APPR
0MSMP_RISK_ NEWWI SAP_GRAC_ROLE_APPR 0MSMP_ROLEAPPR_ NEWWI
SAP_GRAC_SOD_RISK_REVIEW N/A Approved 0MSMP_AR_ APPROVED
0MSMP_CNTLASGN_ APPR 0MSMP_MITCNTRL_ APPR 0MSMP_LOGRPT_ APPR
0MSMP_FUNCAPPR_ APPR 0MSMP_RISK_ APPR 0MSMP_ROLEAPPR_ APPR
0MSMP_RISKREVW_ APPR SAP_GRAC_USER_ACCESS_REVIEW 0MSMP_USERACC_
NEWWI 0MSMP_USERACC_ APPR Rejected 0MSMP_AR_ REJECTED
0MSMP_CNTLASGN_ REJC 0MSMP_MITCNTRL_ REJC 0MSMP_LOGRPT_ REJC
0MSMP_FUNCAPPR_ REJC 0MSMP_RISK_ REJC 0MSMP_ROLEAPPR_ REJC
0MSMP_RISKREVW_ REJC 0MSMP_USERACC_ REJC Escalated 0MSMP_AR_
ESCALATION 0MSMP_CNTLASGN_ ESCL 0MSMP_MITCNTRL_ ESCL 0MSMP_LOGRPT_
ESCL 0MSMP_FUNCAPPR_ ESCL 0MSMP_RISK_ ESCL 0MSMP_ROLEAPPR_ ESCL
0MSMP_RISKREVW_ ESCL 0MSMP_USERACC_ ESCL
There are two processes which feature additional workflow events
that enable the sending out of email notifications. The two
processes are Access Request Approval workflow and SOD Risk Review
workflow. Access Request Approval workflow (for both, users and HR
OM Objects) having process IDs SAP_GRAC_ACCESS_REQUEST and
SAP_GRAC_ACCESS_REQUEST_HR, respectively, comes with the following
additional events and message classes: 7. Request submission:
0AC_AR_SUBMIT (sent to affected user) 8. Request approval by Mail:
0MSMP_AR_APP_REJ (sent to approver alternatively to message class
0MSMP_AR_NEWWORKITM) 9. Request forwarded: 0MSMP_AR_FORWARD (sent
to approver(s) who the request was forwarded to) 10. Request closed
(completed): 0AC_AR_CLOSE (sent to affected user) 11. Email
Reminder: 0MSMP_EMAILRMDR_CUP (sent to responsible approver(s))
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SOD Risk Review workflow comes with two additional message
classes for email reminder events: .
SOD: 0MSMP_EMAILRMDR_SOD (sent to responsible approver(s))
0MSMP_EMAILRMDR (sent to responsible approver(s))
You can look up the names of the pre-delivered document objects
for each message class in the view GRFNVNOTIFYMSG double clicking
on the message class (Error! Reference source not found. and Figure
3: In transaction SE61, select Document Class General Text, enter
the name of the document object you want to view, and click
Display.). Use transaction SE61 to display the document object. You
need to select Document Class General Text (Error! Reference source
not found. and Figure 5: Message Classes and Document Objects
displayed by the process in MSMP Workflow Maintenance.).
Alternatively, you can use the web interface of the IMG customizing
activity Governance, Risk, and Compliance Access Control Workflow
for Access Control Maintain MSMP Workflows to look up the document
object used for a given message class. Select the respective
workflow process and navigate to the guided procedure to step 4,
Variables and Templates (Error! Reference source not found.).
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Figure 1: View GRFNVNOTIFYMSG Double-click on the message class
to view the pre-delivered document object that is associated with
it.
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Figure 2: Document Object and subject line in email associated
with message class 0AC_AR_SUBMIT.
Figure 3: In transaction SE61, select Document Class General
Text, enter the name of the document object you want to view, and
click Display.
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Figure 4: Pre-delivered document object with message body and
variables.
Figure 5: Message Classes and Document Objects displayed by the
process in MSMP Workflow Maintenance.
3.3
Available Notification Variables
Message bodies included in the document objects (Figure 5:
Message Classes and Document Objects displayed by the process in
MSMP Workflow Maintenance.) not only contain static text, but also
feature notification variables that refer to the user name, request
number, and other information that depends on the attributes and
content of the respective request. Each workflow process comes with
a number of notification variables that are available to all
notification templates that belong to it. They are displayed on the
bottom of the screen in step 4, Variables & Templates, in the
customizing activity Maintain MSMP Workflows (Figure 7:
Notification Variable Rules evaluate the actual values of
notification variables. ). These variables are used in the
pre-delivered document objects as shown in Figure 5: Message
Classes and Document Objects displayed by the process in MSMP
Workflow Maintenance. and can also be used in custom document
objects. They appear in message bodies featuring the % character
(For example, %REQNO%). It is possible to create additional
notification variables and add them to the list shown as shown in
Figure 7: Notification Variable Rules evaluate the actual values of
notification variables. using the Add
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button. To perform this, however, requires the enhanced version
of the pre-delivered notification variables rule assigned to the
workflow process in step 2, Maintain Rules (Figure 8: Document
object for request completion containing the multi-value variable
PROVISIONING. ). The pre-delivered notification variable rule
GRAC_NOTIF_VAR_RULE_AR is a function module that evaluates the
actual values at run time of each of the notification variables.
Note that creation of an enhanced version requires some familiarity
with software development. The following table lists the available
notification variables by workflow process. The variable
PROVISIONING is a multi-value variable that lists users and roles
provisioned to one or multiple systems (Figure 9: Email generated
from document object shown in Error! Not a valid bookmark
selfreference. & Error! Reference source not found.). The
variable may not be listed in the MSMP Workflow Maintenance
interface, but can be used in the document object tied to the
message class 0AC_AR_CLOSE. SAP_GRAC_ACCESS_REQUEST & _HR
SAP_GRAC_FIREFIGHT_LOG_REPORT SAP_GRAC_USER_ACCESS_REVIEW Y Y Y N Y
Y Y Y Y Y Y Y Y N N 11
Notification Variable APPROVED_BY FIRST_NAME (Requester)
LAST_NAME (Requester) LINK_APPROVE_REJECT LINK_GET_APPROVERS
LINK_GET_REQ_STATUS PATH REQNO REQUESTER_NAME REQUEST_TYPE SENDER
(UserID) STAGE USER_ID LINK_GET_ROLE_STATUS ROLE_NAME
Y Y Y Y Y Y Y Y Y Y Y Y Y N N
Y Y Y N N N Y Y Y Y Y Y N N N
Y Y Y N N N Y Y Y Y Y Y N N N
Y Y Y N N N Y Y Y Y Y Y Y N N
Y Y Y N N N Y Y Y Y Y Y N N N
Y Y Y N N N Y Y Y Y Y Y N N N
Y Y Y N N N Y Y Y Y Y Y N Y Y
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SAP_GRAC_SOD_RISK_REVIEW Y Y Y N Y Y Y Y Y Y Y Y Y N N
SAP_GRAC_CONTROL_MAINT
SAP_GRAC_CONTROL_ASGN
SAP_GRAC_FUNC_APPR
SAP_GRAC_ROLE_APPR
SAP_GRAC_RISK_APPR
How to Customize Notification Templates for AC 10.0 Workflow
ATTACHMENT_REPORT CO_ORDINATOR REVIEWER PROVISIONING
N N N (Y)
N N N N
N N N N
N N N N
N N N N
N N N N
Y Y Y N
Y Y Y N
Y Y Y N
Figure 6: Notification Variables available to the process Access
Request Approval Workflow'
Figure 7: Notification Variable Rules evaluate the actual values
of notification variables.
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Figure 8: Document object for request completion containing the
multi-value variable PROVISIONING.
Figure 9: Email generated from document object shown in Error!
Not a valid bookmark selfreference.
3.4
How to Customize Email Notifications
In order to replace the pre-delivered standard messages, for a
particular workflow event, with customized email notifications, you
must perform the following two procedures: 1. Create Custom
Document Objects 2. Associate Custom Document Object with Message
Class
3.4.1
Create Custom Document Objects
Perform the following procedure to create custom document
objects: 1. Execute the IMG customizing activity Governance, Risk,
and Compliance Access Control Workflow for Access Control Maintain
Text for Custom Notification Messages using transaction SE61.
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2. Select Document Class General Text, the language to be used,
enter a name for the custom document object starting with the
letter Z (customer name space), and click Create:
3. Enter the message body, including variables, as needed.
4. When you have completed your configuration, click the Save
Active icon. You can save it as local object or add it to a
transport request.
3.4.2
Associate Custom Document Object with Message Class
You can associate a message class in AC with only one document
object at the time because only the single message number 000 is
available. While the associated pre-delivered document object is
observable in the view GRFNVNOTIFYMSG, you must overwrite this
assignment in IMG Customizing by navigating to Governance, Risk,
and Compliance Access Control Workflow for Access Control Maintain
Custom Notification Messages and then click New Entries. Then enter
the following fields: Message Class: message class that you want to
use to replace the pre-delivered document object.
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Message Number: pre-filled does not change as only the
designation of 000 is permitted. Description: provide a description
about the use of the message. The description will not appear in
the email notification. Sender: not applicable Checkbox Hide
Recipients: if checked, the email will display an empty list of
recipients. Subject: enter a subject that will appear in the
subject line of the email notification. Docu. Object: enter the
name of the custom document object you created previously.
Attachment: not applicable
In order to save the notification message, you may need a
transport request, depending on your client settings. The
notification message will replace the document object that is
associated with the selected message class in step 4 of the MSMP
workflow maintenance web interface. The notification message also
replaces the entry SAP in the owner column by Customer as displayed
in the final row.
3.5
Select Notification Templates and Recipients
Once you have all the notification templates you want to use for
your relevant workflow processes, you must assign the notification
templates in MSMP Workflow maintenance. You must also select the
recipients of the notifications. You can select from four
different, pre-delivered agents of the Purpose, Notification, to
determine the recipients. The pre-delivered agents include: 1.
Current Approvers (of current stage) 2. Other Approvers 3.
Requester 4. User (affected by the request) You can add additional
agents with the purpose Notification using the same technique used
for the purpose Approval by choosing from the same available Agent
Types of Directly Mapped Users, PFCG Roles, PFCG User Groups, and
GRC API Rules.
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The Agent Type GRC API Rules supports the BRF Plus Rule,
Function Module Based Rule, ABAP Class Based Rule, and BRF Plus
Flat Rule. This functionality provides you with the flexibility to
determine recipients for workflow notifications. MSMP Workflow
Maintenance interface notification templates are always selected by
their Template ID, which is indicated by the respective message
class prefix GRAC. If you created a custom document object for your
message class Template ID, the system will always use the custom
text rather than the pre-delivered text. The processes
SAP_GRAC_ACCESS_REQUEST and SAP_GRAC_ACCESS_REQUEST_HR are the only
workflow process that comes with a message template classes for
request submissions, (GRAC_AR_SUBMIT) and completions
(GRAC_AR_CLOSE). You can select them together with their recipients
in the section, Process Global Settings, in the first step of the
MSMP Workflow Maintenance guided procedure (Figure 11: Select
Notification Templates and their recipients per stage ).
Notification Templates for the events New Work Item, Approved,
Rejected, Forward, and Escalation are selected by stage in step 5,
Maintain Paths. Select the stage you want to select notification
templates for and the recipients to receive them and click on
Notification Settings (Figure 12: Select Notification Events,
Template IDs and Recipient IDs as needed ). Click Create and select
Notification Event, Template ID and Recipient IDs as required for
the selected stage (Error! Reference source not found.). Figure 10:
Select Template ID and Recipients for Notifications upon Request
Submission and Completion
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Figure 11: Select Notification Templates and their recipients
per stage
Figure 12: Select Notification Events, Template IDs and
Recipient IDs as needed
3.6
Setting up Email Reminders
For each individual workflow process you can configure a
schedule as to whether to use periodic email reminders as well as
select a notification template. There are already three
pre-delivered templates available: GRAC_EMAILRMDR_CUP: used for
Access Request Approval workflows GRAC_EMAILRMDR_SOD: used for SOD
Risk Review Workflow GRCC_EMAILRMDR
Each email reminder indicates the number days until a new
reminder is sent out again. You can create custom document objects
containing customized message bodies for these Template IDs
(message classes). You must create a variant for each workflow
process in order to use the email reminders functionality.
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To create a variant: 1. Start transaction SA38. 2. In the ABAP
Program field, enter GRFNMW_BATCH_EMAIL_REMINDER and click Execute.
3. Select the workflow process from the drop-down list. Then, enter
the frequency of the reminder, and the Template ID.
4. Click Save.
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5. Provide the Variant Name and Description. Click Save.
6. Schedule the program GRFNMW_BATCH_EMAIL_REMINDER as a
background job.
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7. For each variant create a separate periodic job. Use a
frequency of once per hour.
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8. You can monitor the results of the job in SM37 by reviewing
the spool files that are generated during job execution.
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